Privacy Policy

The Kitchener-Waterloo Symphony is committed to protecting the privacy of its ticket purchasers, subscribers, donors, volunteers, and employees. This policy describes the personal information collected and how it is used.

The KWS collects personal information necessary for processing donations, tax receipts, and ticket orders, including information such as name, mailing address, phone number, and email address. Such personal information may also be collected when people participate in KWS promotions, contests, surveys, social media or register to receive e-newsletters. Information collected will be used for KWS purposes only and may be included in KWS mailing, email, and telephone lists. Personal information obtained about patrons or other individuals or companies during telephone conversations or in-person meetings is recorded only for purposes of patron stewardship or relationship development. Personal information is also used for purposes of communicating with patrons regarding their KWS ticket and/or donation activity. Access to the KWS website is anonymous unless someone voluntarily supplies information through transactions as described above. Business addresses and certain publicly available information, such as names, addresses, and phone numbers as published in telephone directories, are not considered personal information. The KWS collects information about identifiable individuals from published or public sources for the purposes of its own fundraising and marketing activities. Personal information may also be collected as necessary for KWS purposes to administrate programs including the Youth Orchestra Program, summer camps, other education and community initiatives, and Conrad Centre for the Performing Arts rentals.

The KWS does not share, lend, sell, or rent mailing lists or any personal information with third parties, with the exception of companies hired by the KWS for purposes of selling KWS concert tickets or fundraising. These companies are contractually bound to the same privacy standard as the KWS and data is provided for one time use only. All employees, interns, and volunteers having access to private information are required to read and sign a non-disclosure statement.

The KWS takes technical, contractual, physical, and administrative security steps to protect the personal information in its possession. The KWS database is Safe Harbor certified and requires data collectors to comply with Safe Harbor Framework regulations regarding the collection, use and retention of personal information. The KWS accesses a secure computer network, requiring permissions, two factor authentication using Deepnet safe ID and passwords. Only staff members needing access to personal data are provided access to such information and information is limited to required levels of access. Credit card numbers are securely kept in our database, and the KWS complies with Payment Card Industry Standards. Hard copy records with patron transaction information are retained as required by law for seven years and then shredded and destroyed. Electronic database files with purchase and donation history are retained in order to provide appropriate patron service and recognition.

As a registered charitable organization, the KWS is exempt from the national “do not call” list but is committed to ensuring that patrons do not receive unwanted phone calls, emails, or letters. Individuals may contact the KWS at the contact information provided above to notify us of any types of communication they do not want to receive.

The KWS respects any donor’s request to remain anonymous for recognition purposes.